Friday, April 5, 2002
Marriott Wardman Park Hotel, Washington, D.C.
Association for Asian Studies 2002 Conference

Present:

A. Introductions & New Members

Larry Ashmun is the new SAMP representative for Wisconsin.

Approval of minutes.
The minutes for the 2001 annual meeting were approved with no corrections.

B. Executive Committee elections

Mary Rader remarked that we had not conducted nominations for new Executive Committee members prior to the meeting. However, she noted that Bronwen Bledsoe and Sumit Ganguly both expressed willingness to continue their positions for an additional two-year term. The Committee agreed that both representatives would serve in their current positions for 2002-2004.

C. Administrative and Executive Committee Reports

1. Financial report / CRL update (Simon)
   • For Fiscal Year 2001, SAMP had a beginning balance of $13,517, with revenues of $16,849 and expenses of $10,667. These expenses included payments for the second portable camera and acquisitions expenses for Nepali newspapers, Library of Congress fiche, and the Sukumar Sen manuscript project.
   • For Fiscal Year 2002 (YTD), SAMP had a beginning balance of $19,689, with current revenues of $17,023 and expenses of $11,453. These expenses include additional costs for Nepali newspapers and final payment of the Sen project. Current balance is $22,259 with existing commitments and encumbrances in the amount of $16,512. SAMP currently has $8,747 to use for new projects, while the new fiscal year (beg. July 1, 2002) will allow an additional $12,000 or so for consideration.
   • SAMP reviewed the existing commitments for FY02. It was decided that the Committee would instate a policy of releasing funds for projects that have had no activity for five or more years. The Committee would reconsider projects, if requested, on a priority basis. James Simon will notify project coordinators of this new policy and release funds as appropriate.
   • Library of Congress microfiche has resumed activity, and SAMP received 434 titles (on 1365 fiche) over the past year. These titles include material that is on poor quality paper or of limited quantities. SAMP receives fiche for retrospective serials and monographs, but also pamphlet collections. As production from LC Photoduplication has diminished in the past few years, Simon decided to reduce the annual commitment of SAMP to $3500 per year until production resumes its previous levels.
   • Kaiser-i-Hind filming is complete, with the bulk of the costs assumed by the International Coalition on Newspapers (ICON) project. These will be made available shortly.
   • The SAMP Executive Committee acted on an opportunity to acquire negative microfilm from Custom Microfilm Systems, which had gone out of business. SAMP will acquire negatives for Economic & Political Weekly (Bombay), Illustrated Weekly of India (Bombay), Hindustan Times (New Delhi) and Pakistan Economist (Karachi) for $370. SAMP will consider the production of positive copies for materials not currently held by SAMP. James Nye suggested that these purchased films be treated as master negatives, unless those are discovered elsewhere.
   • Two projects expended more funds than originally approved. The Nepali newspaper project expended $937 more than allotted - due in part to the number of reels produced (24 instead of the approved 20) and shipping costs that were not included in the original proposal. Sukumar Sen was considerably higher, mainly due to the fact that the collection was found to be more than double the size of the original description.
2. Report of the Chair (Rader)
   • Rader reported that it was the understanding of the Executive Committee that voting rules for projects and other matters were as follows: each member institution of SAMP gets one vote. If there is more than one representative from any given institution present, the vote should be coordinated by the "official" institutional representative (unless otherwise delegated) noted on the SAMP Web site. Faculty representatives, even if from a member institution, are allowed their own vote by nature of their serving on the committee. Anyone, including non-members, are allowed to propose new projects, but non-members are not entitled to vote on these proposals. The Committee agreed with this policy.
   • The SAMP Prospectus indicates that the "official business of this Committee will be conducted by mail ballots." Would the membership consider e-mail ballots in keeping with the intent of this clause? Project business between meetings (such as proposals submitted early in the year or time-sensitive issues) would be expedited by allowing this procedure.
   • The consensus of the Committee was that business could be conducted by e-mail ballots, but that the use of balloting outside of SAMP meetings needs to be considered carefully.
   • * There should be some process by which balloting is carried out. That is, balloting might be conducted on a periodic, pre-planned basis (e.g. once a year).
   • * Balloting outside of meetings need to be made in context of the budget. Any proposal should include a statement from CRL as to the availability of funds.
   • * There is great value to discussing proposals in a live forum - e-mail discussions have often proven ineffective.
   • The Executive Committee is empowered to determine whether the action is necessary to be performed outside of SAMP's regular annual meeting.
   • Rader demonstrated some early SAMP holdings list supplements from 1976 and 1978 that showed multitudinous acquisitions, far more than the levels of material received today. She was interested to know whether these were extraordinary or whether SAMP's levels of productivity had declined. Several members responded that earlier time periods reflected large block purchases of material (such as land settlement reports), grant-related activities, and film purchases.
3. Other Reports
   1. SAMP/DSAL relationship (Rader)
      • Rader presented a draft report from the Executive Committee regarding the possibilities for SAMP-Digital South Asia Library (DSAL) collaboration. The essence of the discussion paper is that the two organizations would greatly benefit from collaboration, but that a formal agreement to do so would not be necessary. Cooperative projects would be welcome, but would need to be discussed and approved on a case-by-case basis. Especially as library needs are changing, SAMP needs to consider carefully its role for future needs of scholarship.
      • Rebecca Moore added that there already have been points of collaboration between the two bodies, such as digitizing the Nepali Newspapers, Nagari anka aura akshara (a MIPP title on the Devanagari alphabet), and potentially Shab Khun. Other members reflected that the symbiotic relationship between the two bodies seems to make sense. Other area microform projects do not yet have a counterpart collaborative site like DSAL at their disposal – most subject-based sites are maintained by a single institution rather than by a federated network. Though SAMP concerns itself primarily with preservation and DSAL dissemination, the missions of the two are not incompatible. SAMP may consider preserving in microfilm materials that are being digitized for DSAL.
      • The committee suggested that the topic of discussion be brought before CRL’s Area Studies Council at its next meeting.
   2. South Asian Information Access (Nye)
      • Nye related that University of Chicago has submitted on behalf of a federation of institutions a grant proposal for the second round of Dept. of Education TICFIA grant funding. This proposal continues the work of DSAL on an expanded level, with more than $1 million in matching (in-kind) funds from the participating institutions. The federation includes the Association of Asian Studies, British Library, CRL, Center for South Asian Libraries, Columbia, SAMP, and many other institutions. The grant is for preservation and access of materials held in the sub-continent (with parallel activities of materials held in U.S. undertaken by grant partners). It will also create an Open Archives Initiative interface for South Asian resources worldwide.
      • SAMP was included in the proposal as a possible filming partner of materials, though no firm commitment was expressed in the proposal. Nye hopes SAMP will consider up to $5000 per year in new projects that would fit both project goals and its own mission – whether these were proposed by the grant participants or SAMP members themselves.
4. Reports on Approved Projects
   1. Bene Israel titles (1920-1930) (Nye)
      The British Library has reported to SAMP that a large collection of Bene Israel titles has been acquired by the Valmadonna Trust Library, a private collection in London. This project should remain active until this collection can be explored.
   2. [Brittle Bangladeshi Books] (Bledsoe)
      The material has been provisionally cataloged and is awaiting review. The material will be sent to CRL for reel programming and filmed shortly.
   3. Dastan-i Amir Hamza (Nye)
      Nye has a list of missing pages and will review the possibility of having LC-New Delhi perform the filming of these pages (plus 1 additional volume) provided by Shamsur Rahman Faruqi).
   4. Gadar Party Collection (McMahon)
      No news to report.
   5. Nepali Newspapers, Madan Puraskar Pustakalaya (Magier)
      The first 24 reels have been duplicated, scanned, and delivered to SAMP and the MPP. Columbia has offered to assist in the cataloging of material if necessary.
   6. Shab Khun (Simon)
      Supplemental material was received from Columbia (Francis Pritchett) and Library of Congress. The material was collated and sent to the filmer at the beginning of April.
5. Pending/Developing Projects
   1. 1) Official Publications of India (Nye)
      This material may be well served coming to a location in the U.S., where it would be evaluated, catalogued, and preserved. These official publications (15–25,000 volumes spanning 1867-1945) will supplement many collections (such as the Archaeological Survey reports) held by SAMP and other institutions. Nye proposed reviving the committee of Allen Thrasher, David Magier, and Nye to explore the shipping and sorting of the material. $5000 would be necessary for this first step, with CRL as the proposed receiver of the material. The print material is in good condition, and serial runs might be shipped to India for preservation and retention.
   2. SAMP Film Exchanges:
      1. National Archives of India (Rader)
         • Rader was contacted by Graham Shaw of the British Library, who has entered into discussions with the National Archives of India to revive a cooperative agreement between the two institutions. This would include microfilming materials not held by the other institution – an example given was the Part B series of the proceedings, which would complement the BL-held India Office Records Proceedings. The BL might pay directly for film and asked whether SAMP would be interested in arranging for a second copy of material in hopes of getting a cheaper rate.
      2. Teen Murti (Rader)
         • Rader met with staff of the Nehru Memorial Museum and Library (Teen Murti), who has worked out a memorandum of understanding with the British Library to promote cooperation between the institutions – including publication and microfilm exchanges. They would be interested in developing a similar relationship with SAMP. Rader has catalogs from NMML from which we might select material. Nye suggested we might also consider filming projects that would fill in gaps in the NMML collections.
      3. Center for the Study of Social Sciences, Calcutta (Manring)
         • Manring examined the catalog of microfilmed materials from the Hiteranjan Sanyal Memorial Collection at the CSSS. These Bengali journals and collections contain a wealth of material not available in the U.S. Manring eliminated monographs and serials currently held in the U.S. from the catalogue and presented a list of 189 titles. As reported at the last meeting, CSSS may be interested in exchanging some of their holdings for SAMP films.
         • The Committee was interested in pursuing this further and recommended a working group be established to prioritize and select journals from the catalogue "short list." Don Johnson suggested the more unique 19^th Century periodicals as a starting point. The group of Manring, Bledsoe, and Moore with work with Abhajit Bhattacharia (of the CSSS) to begin selection.
   3. Materials from National Library of India (Nye)
      Nye reported that the NL has opened up considerably in the past several weeks. A new director has emerged with the directive to explore outside contacts, and the potential for cooperative engagement is no longer out of the question. Nye envisions possibilities for collaborative cataloging, filming, and other arrangements. SAMP may take on an emissarial role in leading a conversation about cooperation with outside institutions.
      • Sumit Ganguly will be travelling to the NL in June and would be willing to discuss potential collaboration with the NL on behalf of SAMP. Nye suggested a conference call with SAMP members to discuss points of cooperation in the next few weeks.
   4. Newspaper microfilm from Humayun Shaikh (Nye)
      This issue was not addressed.
   5. American Institute for Sri Lankan studies cooperation (John Rogers)
      The American Institute of Sri Lankan Studies was founded in 1996 and opened an office in Colombo in 2001. Funded by CAORC, Dept. of Education, and membership funds, it operates fellowship programs and workshops in Sri Lanka and is exploring preservation and dissemination of endangered, rare, or important research materials. John Rogers discussed recent survey trips to the National Museum Library and the Department of National archives (DNA). The DNA possesses material of great quality, including newspapers, government documents and "private papers." AISLS has identified several newspaper titles in Sinhala, Tamil, and English as priorities for microfilming.
      • The Archives wish to perform their own preservation of this material, and AISLS is seeking SAMP’s input (costs of filming, terms of agreements, quality control) and collaboration in filming this material. The AISLS may be willing to contribute 10% of costs of filming. As SAMP has few holdings from material from Sri Lanka or in Sinhala, there was interest in pursuing this collaboration. Magier, Simon, and others volunteered to help explore these issues and assist in developing a proposal for SAMP funding prior to a follow-on visit to the DNA in June 2002.

F. New Proposals

1. India Land Settlement Reports (Simon)
   Simon presented a proposal to purchase existing film of Land Settlement reports held by the British Library. These materials would supplement SAMP’s existing collection. Costs would be $1944 plus shipping.
2. Kenneth Jones Serials (Bledsoe)
   Bledsoe presented a proposal for 5 titles from the collection of Kenneth Jones . These materials do not appear to be held elsewhere in the U.S. and are valuable source materials. Don Johnson suggested SAMP make an effort to fill in gaps, if possible. Cost would be $3512.
3. Kavyetihasa Samgraha (Rader)
   Rader presented a proposal on behalf of Dr. Sumit Guha (Brown Univ.). This serial printed a number of historical narratives and poetical works in Marathi and Sanskrit. It is held by the British Library. Cost to film would be $855.
4. Nepali Newspapers II (Magier)
   Magier proposed to continue the collaboration with the MPP. Kanak Mani Dixit transferred an additional 20 reels to RMRL for duplication before funding was approved. These include new titles (previously filmed by MPP) as well as continuations of earlier material. Magier proposed the same arrangements as the initial proposal (fee to MPP to continue filming, duplication of reels for SAMP and MPP, digitization of the film) at the same cost (up to $8417). Information on the titles will be provided to SAMP in the near future.
5. Indian Review, 1900-1956 (Nye)
   This title, indexed in several sources, exists in film from 1957- (from NYPL). Nye proposes to film 1900-1956 from the near-complete collection at RMRL. Estimates to film are 16,700 images, costing about $1000.  [note:  subsequent investigation revealed the possibility of existing fiche from IDC].
6. Rahbar-i Dakan, 1920-1948 (Nye)
   This Urdu daily was published in Hyderabad from 1920-1948. Considered one of the most influential Urdu dailies (among Mushir-Dakan, Ra’iyyat, Nizam Gazzette, and Waqt), Rahbar-I Dakan was noted for its quality of journalism and scholarly content. Since 1949, this title has been published as Rahnumayi Dakan. Filming would take place at the Urdu Research Center in Hyderabad (using one of SAMP’s portable cameras and working with CSAL to provide training). Cost: $1000.
7. Eelakesari from International Tamils’ Archive (Nye)
   ITA has filmed a number of Tamil journals and newspapers from Sri Lanka. One title is Eelakesari (12 reels covering 1930-1957). Nye proposes SAMP purchase 1 reel for quality testing (at RMRL) and additional purchase if deemed of adequate quality. Usha Bhasker notes that NYPL may hold this in film already and will confirm this later. Cost: $600, conditional on terms above.

G. Project Voting:

The proposed projects total come to $22,328. This is more than SAMP has available for consideration (FY02 and 03). A discussion ensued as to priorities, and the following outcomes were agreed by vote of the committee:

1. India Land Settlement: $1944. Approved, but not funded – wait until funds are available.
2. Kenneth Jones Serials: $3512. Approved.
3. Kavyetihasa Samgraha: $855. Withdrawn. Univ. Chicago to purchase for its patrons.
4. Nepali Newspapers II: $8417. Partially approved. SAMP to fund $3000 to MPP, $3000 for MF duplication.
5. Indian Review: $1000. Approved.
6. Rahbar-I Dakan: $1000. Approved.
7. Eelakesari: $600. Approved conditionally.
8. Shipping of Official Publications: $5000. Approved.

Total Approvals: $17,112

The meeting was adjourned at 10:00 p.m.
Submitted by James Simon. 5/13/02

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SAMP - Received
Since 3/2001

MF Neg. MF
Kayasare Hinda [microform] = The kaiser-i-Hind
Bombay : [s.n.,
7 reels for 1882-1888 (ICON) $3,312.79
10 reels for 1890-1899 (SAMP) $4,851.50
98 reels for 1900-1943 (ICON) $41,582.58
4 reels for 1944-1981 gaps in LC film (ICON) $1,671.41
Totals: 119 reels for $51,418.28
OCLC # = 43855690

[Nepali newspapers from the Madan Puraskar Pustakalaya]
Kathmandu, Nepal
MF Neg. MF; 10 titles ; 24 reels
E PRICE: $7,480.00
SAMP approved $7480 to duplicate microfilms and continue filming of Nepali language newspapers filmed and held at the Madan Puraskar Pustakalaya in Kathmandu, Nepal. SAMP to receive one positive copy, one print neg., and one archival negative.
Titles to be cataloged individually.

Titles Received:
Aavaaz (2 r.)
Ghorka Sansaar (1 r.)
Haal Kabar (3 r.)
Kalpana (3 r.)
Nepal Samachaar (1 r.)
Samay (4 r.)
Samishka (4 r.)
Shaardha (1 r.)
Sri Sagar Maatha (4 r.)
Tharun Ghorka (1 r.)

Paid: $3,150.00 Madan Puraskar Pustakalaya
$5,267.33 RMRL (dup. and scanning)

MF-12550 Neg. MF-at lab.
Sukumar Sen manuscript collection [microform].
Chennai, Tamilnadu, India : Microfilmed by the Roja Muthiah Research Library [for South Asia Microform Project], 2001.
Collection of ca. 917 manuscripts, both published and unpublished, concerning Bengali literature. The collection includes: mangala kavya (narrative poetry of the Middle Bengali period), vernacular Mahabharatas (epic literature), and Vaisnava literature.
Chiefly in Bengali.
46 reels
OCLC# = 47799490.
Paid: $1000.00 RMRL (advance)
$5202.48 RMRL (dup., travel, and shipping)
$500.00 Rebecca Manring for expenses
$22.00 Film storage

MF.
United India and native states [microform].
Madras : Albinion Press, -1919].
Microfilm. v.17:no.22-v.21:no.6 (June 6,1915-Feb.6,1919):[Gaps] Washington, D.C. : Smithsonian Institution Libraries, 1999. Missing many individual issues. Guide to full contents of set available on each reel.
Center has:
MF-12506 SAMP (reels 1-2) v. 17, no. 22-v. 18, no. 2 (June 1915-Mar. 2, 1916); v. 18, no. 11-40, 43-51 (Mar. 11-Oct. 5, Oct. 26-Dec. 21, 1916); v. 20, no. 1-2, 4-8, 10-12, 15-17, 19-20, 22, 24, 36-41, 49 (Jan. 3-10, Jan. 24-Feb. 21, Mar. 7-21, Apr. 15-25, May 9-16, 30, June 13, Sept. 5-Oct. 10, Nov. 5, 1918); v. 21, no. 1-6 (Jan. 2-Feb. 6, 1919).
OCLC# = 43028774.

MF.
United India and Indian states [microform].
Madras : Albinion Press, [1919-
Microfilm. v.21:no.7-v.43:no.41 (Feb.19,1919-Oct.18,1941):[Gaps] Washington, D.C. : Smithsonian Institution Libraries, 1999. Missing many individual issues. Guide to full contents of set available on each reel.
Center has:
MF-12506 SAMP (reels 2-11) v. 21, no. 7-13, 15-17, 19-20, 22-27, 29-30, 32-33, 37-46 (Feb. 19-Apr. 2, Apr. 16-30, May 14-21, June 4-July 9, July 23-30, Aug. 13-20, Sept. 17-Nov. 19, 1919); v. 21, no. 48-v. 22, no. 19 (Dec. 3, 1919-May 19, 1920); v. 22, no. 21-30, 32-35 (June 2-Aug. 4, Aug. 18-Sept. 8, 1920); v. 22, no. 37-v. 24, no. 18 (Sept. 22, 1920-May 4, 1922); v. 24, no. 20-22 (May 18-June 1, 1922); v. 24, no. 24-v. 25, no. 7 (June 15, 1922-Feb. 14, 1925); v. 25, no. 9-v. 41, no. 12 (Feb. 28, 1925-Mar. 25, 1939); v. 41, no. 14-v. 42, no. 44 (Apr. 8, 1939-Nov. 2, 1940); v. 42, no. 48 (Nov. 30, 1940); v. 43, no. 2, 17-33, 35-36, 40-41 (Jan. 11, May 3-Aug. 23, Sept. 6-13, Oct. 11-18, 1941).
OCLC# = 43028830.

Library of Congress.
South Asia publications on microfiche.

SAMP - ON ORDER
As of 04/02/2002

MF Neg. MF
Shab khun
Allahabad
v. 1, no. 1 - no. 242 (June 1966-Dec. 2000)
12 reels
Additional positives for Columbia and Library of Congress.
E PRICE: $4000
Date: 04/01/02

[Negative Microfilm from Custom Microfilm Systems]
Cost: $370

Economic & Political Weekly (Bombay, India)
Dates: 1973-1998
No. Reels: 48
Illustrated Weekly of India (Bombay, India)
Dates: 1972- May 1985
No. Reels: 24
Hindustan Times (New Delhi, India)
Dates: 1984
No. Reels: 1
Pakistan Economist (Karachi, Pakistan)
Dates: 1972-1979
No. Reels: 14

SAMP New Cataloging:

MF-9518 54 reels.
Hamilton, Francis, 1762-1829.
The Buchanan-Hamilton manuscripts [microform].
[London, England] : India Office Records, 1981-
Title from: A guide to the India Office Library.
"The Buchanan-Hamilton Manuscripts (presented c. 1820): twenty volumes of survey accounts, natural history drawings, and other material of Francis Buchanan (1762-1829), afterwards known as Hamilton or Buchanan-Hamilton, surgeon in the Bengal Service from 1794 to 1816, botanist and ichthyologist, who was employed by the Company on many special missions and on general survey work"--A guide to the India Office Library, 1967, p. 24.
The following items of the collection were unavailable for filming: IOR MSS Eur D86, IOR MSS Eur G10, IOR MSS Eur G17-IOR MSS Eur G25.
OCLC# = 31693560.

FICHE SAMP/CRL (o) 84-61080.
Sarasvati [microform].
Ilahabada : Indiyana Presa, 1900-
Issues for Jan. 1913- also called: purna sankhya 157-
In Hindi.
Microfiche. New Delhi : Filmed by the Library of Congress Office ; Washington, D.C. : Available from Photoduplication Service, Library of Congress, 1985- microfiches.
FICHE SAMP/CRL (o) 84-61080 v. 1, no. 1 (Jan. 1900); v. 2-12 (1901-1911); v. 13, no. 4-6, 10-12 (Apr.-June, Oct.-Dec. 1912); v. 14, no. 157-v. 15, no. 175 (Jan. 1913-July 1914); v. 15, no. 178 (Oct. 1914); v. 15, no. 180-v. 30, no. 360 (Dec. 1914-Dec. 1929); v. 31, no. 362-365, 368-369, 371-372 (Feb.-May, Aug.-Sept., Nov.-Dec. 1930); v. 32, no. 381-382 (Sept.-Oct. 1931); v. 33, no. 385-v. 42, no. 498 (Jan. 1932-June 1941); v. 47, no. 553-559, 561-564 (Jan.-July, Sept.-Dec. 1946); v. 48, no. 571 (July 1947); v. 52, no. 624 (Dec. 1951); v. 55, no. 651 (Mar. 1954); v. 56, no. 667 (July 1955); v. 57, no. 673-679, no. 681 (Jan.-July, Sept. 1956); v. 58, no. 685-687 (Jan.-Mar. 1957).
OCLC# = 48798920.

MF-12725.
Selection of papers relating to the famine of 1896-97 in Bengal.
Calcutta : Bengal Secretariat Press, 1897-1898.
Vol. 1. Oct.-Nov. 1896 -- v. 2. Nov.-Dec. 1896 -- v. 3. Dec.-Jan. 1897 -- v. 4. Jan.-Feb. 1897 -- v. 5. Feb.-Mar. 1897 -- v. 6. Mar.-Apr. -- v. 7. Apr.-May 1897 -- v. 8. May-June 1897 -- v. 9. June-July 1897 -- v. 10. July-Aug. 1897 -- v. 11. Aug.-Sept. 1897 -- v. 12 Sept. 1897-Mar. 1898.
IOR V/27/830/37-IOR V/27/830/48.
Microfilm. [London, Eng.] : India Office Records, 1979, 1984. 12 microfilm reels ; 35 mm.
Issued by: Bengal (India). Revenue Dept.
MF-12725 SAMP (6 reels) v. 7-12 (Oct./Nov. 1896-Sept. 1897/Mar. 1898).
OCLC# = 48879921.

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